Use this hybrid template/sample tool to plan a clear, compassionate, and human-centered layoff conversation. As you adapt it to fit your needs, consider your organization’s culture and the one-on-one relationship you have with the staff member. Scroll all the way down to find this template in Google Doc or Word format.
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Opening
Hi [name], thank you for meeting with me. I wanted to talk with you today because I need to inform you that we’re eliminating your role.
First, I want to be clear that this decision is not a reflection of your performance or how I (or others on our team) feel about the value you bring to [organization]. This was a difficult but necessary decision.
There are two things I want to cover in this conversation:
- The “what” and “why” of this decision.
- Next steps, timeline, and other logistics.
After our conversation, you’ll get this information in an email so that you have it in writing. I know this is a lot to process. Would you like to take a quick break right now and regroup in a few minutes?
What and Why
As leadership shared at the last staff meeting, our funding and political landscape has changed drastically. We have to adapt our organizational plan, infrastructure, and finances accordingly.
The leadership team has been working to identify ways to close our revenue gap and sustain the programming we need to fulfill our mission. After considering the organization’s strategy, needs, and financial projections, we determined that we had to make significant budget cuts. One area we need to cut is staffing.
Unfortunately, it’s my job to let you know that your position is one of the [X positions] we’re cutting. Your last day will be [date].
I want to reiterate that this decision isn’t a reflection of your performance or how we feel about the value that you bring to our team. We spent a lot of time carefully reviewing our options and consulting with stakeholders to determine what would be in the best interest of the organization.
We made the hard decision to cut your role because [XYZ]. Unfortunately, this decision is final.
Next, I’m going to go through some of the specifics about timing and transition support. But before I do that, do you have any questions?
What You Can Expect From Us
As I mentioned earlier, I will send you this information in an email right after this conversation.
Our goal is to make this transition transparent, compassionate, and dignified. You will have access to HR for any questions and support, and I’m available as well.
Important Information
- Last paycheck: You will be paid through [date]. You will be paid out for your accrued and unused vacation. This will be calculated individually and shared with you by HR. You will also receive a severance of XYZ contingent upon signing a severance agreement that HR will send you after this meeting.
- Insurance coverage: Your insurance coverage will continue through [date]. After that, you have the option to continue your healthcare coverage through COBRA. HR can share more information about this.
- Transition support: I’d like to share a few ways that we can support you in your next steps. We’ll provide you with a reference letter that you can use while you’re job hunting. We can also offer resources and support on resume writing, interviewing, and networking.
- Tech and office access: You will have access to your email and other accounts until [date/time]. Please be mindful of our document retention policy.
- Communication with staff: We prioritized communicating with staff whose roles would be eliminated. As of today, the people who are privy to this information are X, Y, and Z. On [date], leadership will share a general announcement with all staff about layoffs. We want to let you decide how you want to communicate that you’re leaving. I’ll talk about that more in a bit.
Do you have any questions about what I’ve shared so far?
What We Expect From You
Use this section if the person’s last day is not the same day as the notification conversation.
Now, I’d like to talk about some expectations moving forward. On [date], we can talk through the specifics of your work and transition plan between now and your last day.
Generally, I’d like you to complete [A, B, and C projects] and hold [XYZ responsibilities] while you help us transition and transfer your work. I also request that you continue to engage as a member of our team as much as you can while figuring out next steps and navigating the transition. We’ll continue to have regular check-ins.
Before we get into the next steps, do you have any questions?
Next Steps & Closing
I know this is a lot to process. This isn’t what anyone wanted and I’m sorry about its impact on you. I so appreciate everything you’ve brought to our team, and I want to do everything I can to ease this transition. I’m here to answer your questions and support you in your next steps.
After this conversation, you’ll get an email from [HR/me] that covers everything that I’ve just shared with you. HR is available to talk with you about next steps. When you are ready, you should schedule a follow-up call with them to discuss the details and ask any questions you may have about your transition. As I mentioned, we’ll check in on [date] to talk about your work responsibilities. We’ll also talk about how you want to share this news with colleagues and external partners.
Specifically, I’d like you to think about:
- How you’d like your colleagues to be informed about your role.
- Whether you’d want people to reach out to you directly once they hear the news.
- What support you’re open to receiving from colleagues, if any.
Please feel free to take the rest of the day off and do what you need to do to process, decompress, and call on your support system.
Do you have any final questions for me?